Junior Administrator with a Service Mindset

We are looking for a junior administrator with a strong sense of service and experience in technical support for presentations and virtual meetings! The position is a full-time consultancy assignment starting on May 5, 2025, and lasting for 16 months.

The department has several meeting rooms and a conference facility for both virtual and physical meetings as well as research; the Virtual Development Laboratory (VDL). The lab is equipped with technology for research collaborations and remote meetings, and the venue is used frequently. Support for users is crucial for the operation and to provide guests with a professional experience.

We warmly welcome your application!

About the Position

Administrator for the Department of Industrial and Materials Science (IMS) with a shared role to work in the Virtual Development Laboratory (VDL) at IMS. The position also includes undergraduate administration at both basic and advanced levels, doctoral education administration, and personnel administration with support from our HR partner.

The role also includes booking travel and accommodation for guests, ordering and providing catering for our meetings and conferences, as well as more administrative tasks such as purchasing office supplies, archiving in Chalmers' filing system, and tasks related to premises and personnel or guests (cards, keys, and access, etc.). The distribution of current tasks may vary over time.

We offer you the opportunity for a versatile role within a supportive and quality-oriented team of 11 people led by the department's administrative manager. The position allows you to contribute to developing work methods and routines, being a quality-conscious partner, and a smooth proactive problem solver for practical matters. You will share the work with another colleague regarding VDL arrangements, which involves ensuring clear booking procedures and providing support before and during events. You will provide support and assistance to users, including instructing VDL users on how the equipment works and being available for support before and during events held in the venue. Users may be IMS doctoral students or faculty as well as guests from various parts of the world.

The tasks will be performed on the Johanneberg Campus, with the possibility of remote work one day a week. Evening work may occur (1 to 2 times a year).

Who Are You?

We are looking for someone who wants to make both us and themselves better - you see this job as an opportunity to combine service, support, and technology with administration. As a person, you are positive and meticulous, delivering quality without getting stuck on a detail longer than necessary. You are solution-oriented with the ability to create clear routines, simplify, and work smart without compromising service. Flexibility and the ability to prioritize/reprioritize daily are of great importance, and a normal day involves working on campus often with many movements between offices and meeting rooms and floors.

The role requires a high administrative ability, pronounced collaboration skills, and relational competence, as well as the ability to work both independently and unpretentiously in a group with colleagues. You can and want to work in administrative systems (such as LADOK, PRIMULA, Proceedo, Chalmers 360, Office Suite, Chalmers personal database/computer account system (PDB), etc.) and with technical equipment at the user level, as well as handle administration, planning, and execution of meetings and conferences.

Good Swedish and English in both spoken and written form are required as communication occurs in both languages.

About the Organization

Industrial and Materials Science (IMS) strengthens the future industry in a sustainable society with knowledge and technical solutions. Through research, innovation, and education, we create future industrial value chains. We operate in an international environment. Research collaborations, external contacts with industry, authorities, and other universities, as well as conferences, are an important part of the institution's research environment. The local operational support is a valued and important part of the operation, delivering professional and responsive support to our researchers, teachers, and students.